There are a variety of ways to procure goods and services at UNCW. Below is a brief overview of each and the general situations that they are used in. If you have a purchase that does not seem to fit any of these categories, please do not hesitate to contact Purchasing for help.

When to enter a Requisition for a Purchase Order:

• Services and goods purchased from companies, but not an individual;
• Purchases of any amount, small or large;
• Purchases involving a vendor contract;
• Purchases involving a solicitation or bid. For more about bids go to: http://www.uncw.edu/ba/purchasing/spend_guidelines.htm

When to use your Purchasing Card:

• The PCard is for smaller purchases of goods and services that do not involve a contract. (A contract includes terms and conditions followed by “I agree…” or “I accept….” on many web sites).
• Purchases within the transaction limits on individual’s card.
• One time charges
• Non-travel related
• For more information about properly using a PCard go to: http://www.uncw.edu/ba/purchasing/purcard_procedure.htm

When to prepare a Check Request:

• Subscriptions
• Membership and institutional dues
• Registration fees
• Payment for “After the Fact” purchases – requires letter of justification as to why Purchasing Policy was not followed.
• Only for amounts less than $2500, payment for personal services to a non-employee. (Must be attached to an Independent Contractor Payment Certification form, approved by HR prior to the work beginning.)
• More information about check requests: http://www.uncw.edu/sp/admproc/05_105_Check_Req.htm

When to prepare a Personal Services (Independent Contractor) contract:

• Services are being provided by an individual (not a company);
• Total payment amount in excess of $2499 (A contract is advised but optional for smaller amounts);
• Non-state and /or non-student employee;
• Special note for grants: A requisition is used in conjunction with a contract when a grant fund (“5” account) will be used for payment.
• For more information about Personal Services, go to: http://www.uncw.edu/sp/admproc/05_105_Check_Req.htm

UNCW/Jamie Moncrief